Automations

You’ll need to be an Admin or Owner to set up and manage automations.

Create automated workflows by defining triggers, conditions and actions. For example, when a customer record is created (trigger) for a lead located in EMEA (condition), assign them to a particular salesperson (action).

Here’s what we cover in this article:

Before you begin

Setting up an automation

ChartMogul allows a maximum of eight active automations.

To set up an automation, navigate to Settings & Data > Manage > Automations and click Add Automation.

Enter the Automation name and follow these steps:

Screenshot of the Automation name field.


Trigger

A trigger is an event that causes your automation to run.

Selecting a trigger

Under Select a trigger, choose the event that will trigger your automation:

  • Customer created — When a new customer is imported or created in ChartMogul.
  • Customer created or updated — When a customer is created or a specific customer property changes its value.
  • Customer classified as duplicate — When a customer is created or updated, and ChartMogul finds a duplicate among existing customers.
  • Subscription scheduled to cancel — When a customer schedules a subscription cancellation.

Screenshot of the Select a trigger drop-down with options as described here.

Configuring the trigger

Some triggers require additional configuration.

For the Customer created or updated trigger, select one or more properties that will trigger the automation when changed:

  • Customer status — Customer status in ChartMogul
  • Owner — The primary salesperson responsible for the customer
  • Country — The customer’s country
  • State — The customer’s state in the US 
  • Company name — The name of the customer’s company
  • Lead created at — The date and time when the lead was created
  • Free trial started at — The date and time when the free trial started
  • Website URL — The customer’s website address

Screenshot of the drop-down to select customer properties that will trigger the automation when changed.

For the Customer classified as duplicate trigger, configure your definition of a duplicate customer. Use the drop-downs to select properties on the new and existing customer records that must match for the customers to be merged. Choose from:

  • Company Name
  • Domain (Website URL)
  • External ID
  • Email
  • Primary Contact Email
  • Any custom attribute

Enter a value to Set a maximum number of allowed duplicates. If the number of duplicated customers exceeds this limit, ChartMogul won’t run the automation.

By default, this trigger runs when a customer is created. Select Also trigger when an existing customer is updated to look for duplicates whenever a customer is updated.

Screenshot of the additional options for classifying duplicate customers.

Conditions

Conditions are criteria that must be met for your automation to perform its actions.

Defining conditions

All conditions must be met to trigger your actions. In other words, conditions behave as if joined by the AND operator (rather than the OR operator).

Under Customer meets all these conditions (optional), configure any conditions that need to be met to trigger your actions.

Screenshot of the Customer meets all these conditions (optional) section.

  1. Click ADD CONDITION.
  2. Select an attribute:
    • Customer status — Customer status in ChartMogul
    • Owner — The primary salesperson responsible for the customer
    • Region — The customer’s region
    • Company name — The name of the customer’s company
    • Lead created at — The date and time when the lead was created
    • Free trial started at — The date and time when the free trial started
    • Website URL — The customer’s website address
    • Source — The source where the customer is stored
    • MRR (current) — The customer’s current Monthly Recurring Revenue (MRR)
    • Subscriber since — The date when the customer started their first subscription
    • Tags — Tags added to the customer
    • Or a custom attribute
  3. Select an operator (see the table below).
  4. Depending on the attribute type, enter a value or select one or more options from the list.
  5. Click ADD.
  6. Repeat steps 1–5 to add conditions.

The table below lists operators available for each attribute.

Attributes Available operators
Customer status, Source, Tags
  • is one of
  • is none of
  • has all of
  • is present
  • is not present
Owner
  • is one of
  • is none of
Region
  • is one of
  • is none of
  • is present
  • is not present
Company name, Website URL, custom attributes of the string type (text)
  • is
  • is not
  • contains
  • does not contain
  • is present
  • is not present
  • is one of
MRR (current), custom attributes of the number type
  • equals
  • does not equal
  • is less than
  • is more than
  • is less than or equal to
  • is more than or equal to
  • is between
  • is present
  • is not present
Free trial started at, Lead created at, Subscriber since, custom attributes of the timestamp type (date and time)
  • is on
  • is after
  • is before
  • is on or after
  • is on or before
  • is within
  • is present
  • is not present
Custom attributes of the Boolean type (true or false)
  • is true
  • is false
  • is present
  • is not present

Actions

Actions are the tasks that your automation performs when the trigger occurs and conditions are met.

Selecting actions

Under Perform these actions, configure one or more actions to be performed:

  1. Click ADD ACTION.
  2. Select the action type:
    • Update customer property
    • Merge duplicate customer(s) (available only for the Customer classified as duplicate trigger)
    • Create task
  3. Click ADD.
  4. Repeat steps 1–3 to add actions.

Screenshot of the Perform these actions section.

Click SAVE to create your automation. Then, enable it.

Screenshot highlighting the location of the Save button on the Add automation page.

Configuring actions

Some actions require additional configuration:

For Update customer property, select Owner, Lead status, Add tags or a custom attribute. Then, enter a value or select one or more options from the list.

For Create task, enter the following:

  • Task details — Provide a description of the task.
  • Asignee — Either Use the customer’s owner or select another user.
  • If customer has no owner — ChartMogul assigns the task to the selected user when the customer has no owner.
  • Days until due — Select the number of days to complete the task.
  • Due at — Set a time when the task is due.

Screenshot of the interface to create a task.

Managing automations

Navigate to Settings & Data > Manage > Automations to view all your automations.

Screenshot of the Automations page listing all automations.

Enabling and disabling automations

To enable or disable an automation, choose it from the list and toggle the On/Off switch under Start and stop your automation.

Screenshot of the Start and stop your automation section with an On/Off switch.

Automations only detect triggers while they are enabled.

Imagine you have a customer with the external ID cus_0001 . Then you create and enable an automation to merge customers with the same external ID. If you now create or import a customer with the same external ID, cus_0001 , ChartMogul won’t search your existing customers for matching external IDs, so the two customers won’t be merged.

Editing automations

To edit an automation, choose it from the list, adjust its trigger, conditions and actions and click SAVE.

Setting automation order

ChartMogul processes automations in the order they appear on the list, starting from the top. To change the order, click the hamburger icon on an automation and drag it to a new position.

Screencap of rearranging automations on the list.

Deleting automations

Deleting an automation is permanent and cannot be undone.

To delete an automation, choose it from the list and click DELETE THIS AUTOMATION. Confirm by clicking OK.

Screenshot highlighting the location of the Delete This Automation option.

Example automations

Here are some examples of automated workflows. Write to us to share your ideas for automations.

Merging duplicate customers

If customers get merged by mistake, unmerge them.

ChartMogul doesn’t automatically merge more than two customers at a time. When the automation identifies more than two customer records as duplicates, they remain unmerged. Merge such customers manually.

To automatically merge duplicate customers when they are created in ChartMogul:

  1. Select the Customer classified as duplicate trigger.
  2. Configure your definition of a duplicate customer by selecting one or more matching properties:
    • External ID
    • Domain (website URL)
    • Company name
    • A matching pair of properties that you define
  3. Configure any additional conditions. For example, to only merge duplicate customers from a particular source, set the following condition:
    • Sourceis one of — Select a source
  4. Select the Merge duplicate customer(s) action.

Lead routing based on territory

To automatically assign new leads to salespeople based on territory:

  1. Select the Customer created trigger.
  2. Set the following conditions:
    • Regionis one of — Select one or more regions
  3. Set the following action:
    • Update customer property — Owner — Select the salesperson who manages leads in the territory

Creating tasks for scheduled cancellations

To create a task to follow up with a subscriber when they schedule a cancellation:

  1. Select the Subscription scheduled to cancel trigger.
  2. Select and configure the Create task action:
    • Describe the task, for example, “Win them back.”
    • Assign the task to the owner or another team member.
    • Specify who should perform the task when the subscriber has no owner.
    • Set a deadline.

Identifying managed customers based on recurring revenue

To automatically tag customers who reach a certain level of MRR:

  1. Select the Customer created or updated trigger.
  2. Set the following condition:
    • MRR — is more than or equal to — Enter a value
  3. Set the following action:
    • Update customer property — Add tags — Select a tag, e.g., managed_customer

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